Fundraising is a common way P&Cs support their school communities. For some P&Cs, fundraising also helps cover essential operating costs that support the association to function. Whether funds are raised through events, activities or donations, it’s important that fundraising is planned, approved and managed properly. 

This resource explains what P&Cs should consider when raising money, and when additional requirements may apply. 

Why this matters 

Fundraising involves: 

• collecting money from the community 
• making promises about how funds will be used 
• managing risk, safety and reputation 

Poorly planned fundraising can create financial, legal or reputational risk for the P&C. Clear processes help protect volunteers and maintain community trust. 

Types of fundraising and income 

P&Cs may raise money through: 

• events (such as fairs, barbecues or discos) 
• sales of goods or services 
• donations or sponsorship 
• grants or other income sources 

Different activities can carry different obligations and risks. 

Planning fundraising activities 

Before approving a fundraising activity, it’s good practice to consider: 

• whether the activity aligns with the P&C’s purpose (check your constitution’s objects) 
• the level of effort and volunteer capacity required 
• financial risk, including upfront costs 
• safety and insurance considerations 
• whether any approvals or licences are required 

Fundraising should be approved through the P&C’s usual decision-making process. 

Licensing and approvals 

Some fundraising activities require: 

• permits or licences 
• compliance with specific rules 
• notification to government agencies 

Requirements vary depending on the type of activity and how funds are raised. P&Cs should check current Access Canberra requirements before proceeding. 

Where a licence or permit is required, it must be obtained before the activity takes place. 

Some types of fundraisers that require licencing or government approval include: 

• liquor licensing,  
• raffles,  
• road-side signage,  
• public film screenings

Managing money raised 

Money raised through fundraising: 

• belongs to the P&C 
• must be handled securely 
• should be recorded accurately and promptly 

Good practice includes: 

• keeping fundraising money separate from personal funds 
• depositing funds as soon as possible 
• keeping clear records of income and expenses 

Transparency builds trust with the school community. 

Using funds raised 

Funds raised should: 

• be used for the purpose communicated to the community 
• be approved through the P&C’s spending processes 
• be recorded clearly in financial reports 

If circumstances change, it’s important to communicate openly with members. 

Fundraising and risk 

Fundraising activities can carry risk, including: 

• financial loss 
• safety incidents 
• reputational damage 

P&Cs should consider risk management and insurance coverage when planning activities, particularly those involving children, volunteers or the public. 

Inflatable attractions and amusement activities are not permitted on ACT Public School grounds. P&C insurance exclusions apply, contact Civic Insurance Brokers. 

Events require the completion of additional insurance forms, contact Civic Insurance Brokers.  

Related resources 

• Managing P&C money and risk 
• Spending P&C funds 
• Record keeping and reporting 
• Insurance and risk 

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